Do old practices become bad habits?
Routine building inspections have many benefits such as providing cleaner and safer buildings. Inspections also save time and money by ensuring that small maintenance do not become large expenses over time by going unnoticed. Routine inspections help ensure compliance, verify that the property and equipment are up to standard, and help prolong a property’s lifespan.
Traditionally, paper-based inspections have reigned supreme as the sole way that property managers performed inspections. However, there are many issues such as data loss, human error, data inconsistencies, and delays in information sharing that make these paper practices inefficient and ultimately increase the risk of additional costs for property owners.
There is a solution for this problem.
Going digital.
Digital facility management softwares such as Onsite HQ can help ensure that you get the most out of each inspection you perform.
Eliminate Duplication of Work
Did you know that on average, property managers spend approximately 3 hours a week on administrative work?
We found that paper inspections were the main cause of the extensive administrative work that property managers had to do. Typically, property managers would perform all their building inspections and maintenance checks on paper, then spend extra hours manually digitizing these reports to send to management. As a result, many property managers expressed their dissatisfaction, as they were basically duplicating their work.
Inspection apps such as Onsite HQ eliminate duplication of work completely. Onsite HQ allows you to perform digital inspections via our mobile app, upload your inspection to our servers instantly, and download company branded reports that can be sent to head office or to anyone that requires it. By using a digital facility management app, you can cut down the amount of time you spend on administrative tasks, and put that time towards more important tasks and responsibilities.
Clarify and communicate accurate concerns
One big issue with paper inspections is the lack of detail that comes with performing each inspection and communicating that information to property managers.
For example, let’s say John is performing an inspection on a building and sees a leaking pipe. On the paper inspection sheet he puts an X beside the pipe section to indicate that there is an issue. John then leaves the inspection sheet in Stacy, the property manager’s office. When Stacy comes back to her office she sees that there is an issue with the pipe but does not know what that issue is. As a result, she spends extra time contacting John to ask what the issue is, or may waste money contacting a contractor that cannot fix this issue.
Onsite HQ helps enhance the communication channel between the vendor who performs the inspection and the property manager who is responsible for overseeing the building. Onsite HQ enables you to include a photo and clear description of the maintenance issue on your inspection form that becomes directly accessible to management once submitted. Digital facility management apps like Onsite HQ allow property managers to have greater insight into the inspections and maintenance issues at each location they manage. Additionally, with apps such as Onsite HQ, you can verify if the vendor was actually on site via the GPS tracking feature.
Ease of access to data
Another common issue with paper inspections is that files are typically inaccessible for property managers.
Property managers have many responsibilities and it is crucial that they are able to access inspection reports at a moment’s notice. Additionally, property managers usually manage up to 20 different locations; as a result, it is too time consuming to visit a location simply to access inspection reports. At Onsite HQ, many of the property managers we work with expressed their frustrations of being unable to quickly access inspection reports when head office demanded them.
Using facility management apps like Onsite HQ, property managers can have ease of access to inspection reports. The centralized storage that many of these facility management softwares provide allow property managers to access data from anywhere in the world. Additionally, apps like Onsite HQ allow you to set automatic reminders that notify property managers when there is an issue that needs to be attended to, which allows property managers to stay aware of the state of their properties.
How We Can Help.
Onsite HQ is a cost-effective facility management software solution that can help managers maintain properties of any size. We offer a variety of plans depending on your needs and our software has all the features that you’ll need in a digital facility management system.
The software implementation process takes your requirements into account to create a program specific to your needs. You’ll get user training, data collection and import functions, system installation and IT infrastructure support.
To see how we can streamline your implementation, schedule a call today.
Get better oversight with Onsite.
For more information visit https://onsitehq.co/
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